Privacy Policy

Last Updated: January 2025

At Cognitive North, we are committed to protecting your privacy and handling your personal information with care and respect. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage with our services.

1. Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Fill out contact forms on our website
• Request information about our services
• Engage with us for consulting services
• Subscribe to our communications
• Contact us via email or phone

This information may include:

• Name and job title
• Business email address
• Phone number
• Company name and address
• Any other information you choose to provide

Usage Data

We automatically collect certain information when you visit our website, including:

• IP address and browser type
• Pages visited and time spent on pages
• Referring website addresses
• Device and operating system information
• Date and time stamps of visits

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. For detailed information about our use of cookies, please refer to our Cookie Policy.

2. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Consent: When you provide explicit consent for specific purposes
• Contract Performance: To fulfill contractual obligations when you engage our services
• Legitimate Interest: For business operations, security, and service improvement
• Legal Obligation: When required to comply with applicable laws and regulations

3. How We Use Your Information

We use the information we collect for the following purposes:

• Responding to inquiries and providing requested information
• Delivering consulting services and project communication
• Sending service-related notifications and updates
• Improving our website functionality and user experience
• Analyzing usage patterns to enhance our services
• Protecting against fraudulent or unauthorized activity
• Complying with legal obligations and regulatory requirements

4. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law or regulation.

• Contact inquiries: Retained for up to 2 years after last contact
• Client project data: Retained for duration of engagement plus 7 years for legal compliance
• Analytics data: Aggregated and anonymized after 26 months
• Marketing communications: Retained until you unsubscribe or request deletion

5. Data Protection and Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Access controls limiting employee access to personal information
• Regular security assessments and updates
• Secure backup and recovery procedures
• Confidentiality agreements with all staff and contractors

While we strive to protect your personal information, no method of transmission or storage is completely secure. We cannot guarantee absolute security of your data.

6. Your Privacy Rights

Under applicable privacy laws, you have the following rights regarding your personal information:

• Right to Access: Request copies of your personal information
• Right to Rectification: Request correction of inaccurate or incomplete information
• Right to Erasure: Request deletion of your personal information under certain circumstances
• Right to Restrict Processing: Request limitation on how we use your information
• Right to Data Portability: Receive your information in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw previously given consent at any time

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.

7. Third-Party Services

We may share your information with trusted third-party service providers who assist us in operating our website and delivering our services. These providers include:

• Analytics Providers: Google Analytics for website usage analysis
• Communication Tools: Email service providers for business correspondence
• Hosting Services: Secure web hosting providers
• Payment Processors: For handling financial transactions (when applicable)

These third parties are contractually obligated to use your information only for the purposes we specify and in accordance with applicable privacy laws.

8. International Data Transfers

Cognitive North is based in Canada. If you are accessing our services from outside Canada, please be aware that your information may be transferred to, stored, and processed in Canada or other countries where our service providers operate.

We ensure that appropriate safeguards are in place for international data transfers, including:

• Standard contractual clauses approved by relevant authorities
• Adequacy decisions for countries with equivalent data protection standards
• Compliance with applicable cross-border data transfer regulations

9. Cookies and Similar Technologies

Our website uses cookies and similar tracking technologies. We use:

• Essential Cookies: Necessary for website functionality
• Analytics Cookies: To understand how visitors use our site
• Preference Cookies: To remember your settings and choices

For detailed information about the cookies we use and how to manage your preferences, please see our Cookie Policy.

10. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately so we can delete such information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will notify you of any material changes by:

• Posting the updated policy on this page with a new "Last Updated" date
• Sending an email notification to registered users (for significant changes)

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: